Expatriate Services Division (ESD) Application and Photo Requirements for Expats in Malaysia

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Malaysia remains a prime destination for skilled expats due to its robust economy and strategic location in Southeast Asia. The Expatriate Services Division (ESD) streamlines the hiring process for foreign talent, helping businesses to fill specialized roles quickly, while ensuring they're following Malaysian immigration rules.

This guide provides all the information you need about the ESD, including the eligibility criteria and application process. We will also provide tips on how to obtain an ESD-compliant photo in a matter of seconds.

Table of contents

Overview of ESD and Employment Pass (EP)

What is the ESD? — The Expatriate Services Division (ESD) is a specialized branch of Malaysia's Immigration Department, set up in June 2014 to simplify and improve the process of hiring expatriates for businesses in Malaysia. Acting as a centralized hub, the ESD allows both companies and expatriates to manage all immigration matters related to expatriate work through a single online portal.

The ESD offers various services:

What is the EP? — The Employment Pass (EP) serves as a Malaysian work permit visa for foreign nationals seeking employment in the country. It grants them permission to work for a specific employer in a designated job role, with applications processed mainly through the ESD portal.

There are three primary categories of the EP in Malaysia:

Category I
Reserved for highly skilled and critical roles (such as CEOs, directors, and senior managers). The minimum monthly salary requirement is RM 10,000 (about USD 2,326). The pass can be issued for up to 5 years, with an option to renew. It allows dependents and foreign domestic workers to accompany the expatriate.

Category II
Designed for managerial and professional roles (like managers, lecturers, and architects). The salary range for this category is between RM 5,000 (about USD 1,163) and RM 9,999 (about USD 2,326) per month. It is valid for up to 2 years and can be renewed. Holders can bring dependents and foreign domestic workers.

Category III
Meant for technical or skilled non-executive roles (such as designers, craftsmen, and technicians). Eligible salary ranges from RM 3,000 to RM 4,999 monthly (from USD 698 to USD 1,163). The pass is valid for up to 12 months and can be renewed twice. Dependants and foreign domestic workers are not permitted under this category.

Eligibility criteria for company registration with ESD

To register with the ESD and hire expatriates in Malaysia, companies need to meet certain legal registration criteria and have a minimum paid-up capital. The requirements are outlined below:

Legal registration status
Companies must be registered with one of the following entities:

Minimum paid-up capital requirements
The necessary paid-up capital is determined by the company's ownership and business sector:

Required documents
Before the Malaysia ESD registration, companies need to gather and submit several documents. Here is the document ESD application checklist:

Employer registration with ESD

To hire expatriates in Malaysia, it's essential for a company to first register with the ESD as an employer. This registration is compulsory and must be completed before submitting any applications for Employment Passes or other expatriate-related permits.

Here is how to register:

  1. Set up an account on the ESD portal and fill in the necessary company details.
  2. Upload all the required documents, which are listed above in the article.
  3. Submit the application for review and verification by ESD officers.
  4. Once approved, the company can proceed with applications for expatriate positions and permits.

ESD application process for expatriates

Here's a step-by-step guide to the ESD application process for hiring expatriates:

  1. Company registration and activation: After ESD registration approval, the company signs a Letter of Undertaking (LoU) and gains access to the ESD portal for expatriate applications.
  2. Approval of expatriate positions (quota/projection): Before submitting individual applications for expatriates, companies may need to seek approval for the number and specific types of expatriate roles they intend to fill (quota/projection).
  3. Application submission via ESD portal:
    • Log in to the ESD portal using the company’s approved account.
    • Prepare all necessary documents for the expatriate and any dependants (if applicable).
    • Enter the details for expatriates and dependants, select the role from the “Position Setup” list, and upload all required documents.
    • Submit the fully completed application via the portal.
  4. Processing and evaluation: The MYXpats Centre reviews the application for compliance and suitability.
  5. Notification and approval: Companies receive status updates (approved or rejected) through the ESD system. If approved, the approval letter can be printed from the system, and any applicable immigration fees will be communicated.
  6. Visa with reference (VWR) letter: If needed, the Visa with Reference (VWR) letter can be collected at the MYXpats Centre or ESD Putrajaya.
  7. Passport endorsement: After paying the immigration fees, the passport can be endorsed at the MYXpats Centre, ESD Putrajaya, or any Immigration state office. Upon passport endorsement, the expatriate is permitted to start working.

Photo requirements for ESD expatriate applications (Employment Pass or similar)

For your work pass application photo, make sure it meets these guidelines:

Here is an example of the employment pass photo 35 × 50 mm and the digital 99 × 142 pixels photo:

Malaysian employment pass photo 35 × 50 mm
Malaysian expat 99x142 pixels photo

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You'll receive both a digital version for online applications and a print-ready format. If you're not happy with the outcome, we offer a free photo replacement. In case your photo is not accepted by authorities, we provide a full refund.

Example of a Malaysian Employment Pass photo
Malaysian Employment Pass photos for printing
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ESD ID photo app

7ID: Malaysian Employment Pass Photo App
7ID App: resize Malaysian ESD Photo with phone
7ID App: get Malaysian ESD Photo in seconds

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ESD application processing time

Typically, the processing time for ESD expatriate applications, such as Employment Passes, is about five working days after submitting all necessary documents. For online applications, processing might be as quick as three working days, plus an additional 24 hours for system updates.

If your application is rejected, and you need to appeal, the process might take up to 30 working days.

To check your work pass application status, follow these steps:

  1. Go to the ESD application status page on the Immigration Department of Malaysia’s website.
  2. Enter required details:
    • the expatriate applicant’s passport number;
    • the company registration number;
    • the captcha code shown on the page.
  3. Click the “Check Status” button. The system will show the current status of your application.

Post-approval steps

After receiving approval for an expatriate application through the ESD portal, the following actions are necessary to complete the process and enable the expatriate to start working in Malaysia:

  1. Download and print the approval letter from the ESD portal, as it's required for subsequent steps.
  2. Pay required fees: The system will inform you of the applicable immigration fees online. Payments can be made at the MYXpats Centre counter.
  3. Visit the MYXpats Centre or a designated Immigration office in person to endorse the EP sticker, bringing:
    • original passport;
    • copy of the approval letter;
    • payment receipt;
    • completed DP11/DP11A Form.
    The applicant's physical presence is required for this procedure.
  4. Once the EP sticker has been added to the passport, retrieve it from the MYXpats Centre or specified office.

If the applicant is entering from outside Malaysia, they have 30 days from their arrival date to complete the endorsement process. The expatriate can only start working in Malaysia legally once the EP sticker is affixed to the passport.

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